**PRODUCTION, DISTRIBUTION AND PUBLISHING FLOWCHART - updated February 2019**

*References to 'the framework supplier' mean the Lot 1 Supplier of the Managed Print and Digital Solutions Framework (RM3785)*

| STAGE 1: Production planning | STAGE 2: Production budgeting | STAGE 3: Production decisions | STAGE 4: Production | STAGE 5: Distribution, laying and publication | STAGE 6: Evaluation | |-------------------------------|-------------------------------|-------------------------------|---------------------|---------------------------------------------|---------------------| | **Command or House of Commons Paper details and procedure** | **Publication date and production timeline** | **Production services required, including; design, typesetting and printing** | **Copyright and permissions** | **Number of pages** | **Action** | | Decide paper type (Command Paper, House of Commons Paper, Un-numbered Act Paper etc.) and confirm requirements, including the publishing procedure. Follow the actions below to assemble data for Stage 2 | Agree approximate publication date, generally this will be the same as the date the paper is laid before Parliament which might be dependant on a Number 10 grid date | Agree approx. number of print copies needed by the organisation for internal and external stakeholders (excluding those in Parliament), for laying, file/library etc. Check the range of services offered by the framework supplier | Check copyright status of main text (if possible, ensure it is Crown copyright). Identify any third-party material such as images, statistics etc. Take into account how the images might be re-used after publication | Estimate the approx. number of pages in your paper - this will affect the production cost | **Action** | | This document and The National Archives for Command Papers; Journal Office for House of Commons and Un-numbered Act Papers; publishing and/or parliamentary units | Authoring team; parliamentary unit; communications team and private office | Publications unit; communications team; the framework supplier | Main text of report: This document; The National Archives; commissioning contract (if author not a civil servant). Images etc: Ask source(s) | Authoring team; previous similar papers | **Action** | | Using the outcomes of all Stage 1 planning actions, follow the actions below to obtain estimated production and distribution costs | Draw up a production timeline | Decide on which production options offered by the framework supplier are required, then obtain relevant quotes (for example design, typesetting and printing). If the framework supplier's 'distribution management service' is used, see below | Obtain estimates for any images from commercial sources, | Papers under 72pp can be saddle stitched. Papers over 72pp should be perfect bound which can increase production time | **Action** | | Publishing unit; communications team; the framework supplier | Publishing unit; communications team; the framework supplier | Publishing unit; communications team; the framework supplier | Publishing unit; communications team; the framework supplier | Publishing unit; communications team; the framework supplier | **Action** | | Up to a month before publication, obtain a Command Paper or House of Commons number. Using the costs obtained at Stage 2, choose production and distribution options. | Finalise publication date and revise production timeline | Decide on the services that will be bought from the framework supplier and any other suppliers (designers, typesetters, printers). Raise purchase orders | When the Command or House of Commons Paper number has been received, obtain the current copyright statement and ISBN (collectively this is known as 'publication furniture') | Make sure permission to use third-party images and data has been obtained. Compile any acknowledgements. Check, complete and proofread the title-verso page (page 2) | **Action** | | Publishing unit or communications team; The National Archives for Command Papers; and Journal Office for House of Commons and Un-numbered Act Papers | Authoring team; publishing unit; the framework supplier | Publishing unit; communications team; the framework supplier | Publishing unit; communications team; the framework supplier | Supply a brief, the text, images, data and the framework supplier's publishing furniture to the typesetter or other supplier. Progress proofs and corrections. Sign off final proof. Issue delivery instructions | **Action** | | Proof read Command, House of Commons or Un-numbered Act Paper details and that the 'publication furniture' is correct on proofs. Check a whether Written or Oral Ministerial Statement will accompany the paper and confirm the release time | Authoring team; publishing unit; the framework supplier | Publishing unit; communications team; the framework supplier | Parliamentary Clerk lays copies in Journal Office. If Annual Report and Accounts being laid by HM Treasury or your parent department, arrange delivery of copies to HM Treasury or department | Check that internal and laying copies have been delivered by the due time. | **Action** | | Parliamentary Clerk lays copies in Journal Office. If Annual Report and Accounts being laid by HM Treasury or your parent department, arrange delivery of copies to HM Treasury or department | Authoring team; publishing unit; the framework supplier | Publishing unit; communications team; the framework supplier | Supply a brief, the text, images, data and the framework supplier's publishing furniture to the typesetter or other supplier. Progress proofs and corrections. Sign off final proof. Issue delivery instructions | Review whether the number of printed copies was appropriate. | **Action** | | This flowchart had been created by Department for Transport and The National Archives | **Action** | **Action** | **Action** | **Action** | **Action** | | Print copies for Members of Parliament (not laying copies) | Action | Where to obtain guidance | Action | Where to obtain guidance | Action | Where to obtain guidance | Action | Where to obtain guidance | Action | Where to obtain guidance | Action | Where to obtain guidance | |----------------------------------------------------------|--------|--------------------------|--------|--------------------------|--------|--------------------------|--------|--------------------------|--------|--------------------------|--------|--------------------------| | Check how many printed copies are needed for Parliament - Vote Offices (House of Commons) and Printed Paper Office (House of Lords) This is not necessary for numbered Command and House of Commons Papers, as the framework supplier will do this | The framework supplier, The National Archives | Government organisations do not generally pay for the print copies the framework supplier will sell to Parliament. However, organisations will need to pay for these if the framework supplier’s distribution management service is used | Publishing unit; communications team; the framework supplier | If the distribution management service is selected, then the organisation will need to confirm this with the framework supplier and agree when and how many print copies should be delivered to the framework supplier | Publishing unit; the budget holder; the framework supplier | If using the distribution management service, confirm that the printer has the framework supplier’s packaging and delivery instructions | Publishing unit; the budget holder; the framework supplier | The framework supplier delivers Parliament’s copies, embargoed until the agreed release time. If this is ‘on instruction’, phone the framework supplier to confirm actual time | Publishing unit; the budget holder; the framework supplier | Have we whether the ‘distribution management service’, if used, was appropriate |

| Web publication | Action | Where to obtain guidance | Action | Where to obtain guidance | Action | Where to obtain guidance | Action | Where to obtain guidance | Action | Where to obtain guidance | Action | Where to obtain guidance | |-----------------|--------|--------------------------|--------|--------------------------|--------|--------------------------|--------|--------------------------|--------|--------------------------|--------|--------------------------| | Check the requirements, procedure and timelines for web publication on GOV.UK | Digital team; publishing unit or communications team; Government Digital Service digital standards; the framework supplier | Obtain estimates for any external services needed to comply with GDS requirements for web PDFs, and if relevant for HTML documents | Relevant suppliers, digital team or communications team | Identify the team or individual responsible for uploading the paper to GOV.UK. If your organisation does not have its own GOV.UK publishing rights this may mean contacting the digital team of your parent department | Own digital team, or that of parent department | Supply embargoed web PDF and print-ready PDF (and HTML version if relevant) to digital team for upload to GOV.UK with correct metadata included so that the paper can be published on the same day as laying | Budget holder; relevant suppliers | Authorise the files to be published on GOV.UK once the paper has been laid before Parliament | Ask digital team for feedback on the process of publishing this paper on the web. Ensure alongside the published GOV.UK files that there is text stating whether the paper is a Command, House of Commons or unnumbered Act Paper, as per GDS guidance |

| Launch event copies | Action | Where to obtain guidance | Action | Where to obtain guidance | Action | Where to obtain guidance | Action | Where to obtain guidance | Action | Where to obtain guidance | Action | Where to obtain guidance | |--------------------|--------|--------------------------|--------|--------------------------|--------|--------------------------|--------|--------------------------|--------|--------------------------|--------|--------------------------| | Agree whether and how many copies will be needed for a launch event, if relevant | Publishing unit; communications team; the framework supplier or other relevant suppliers | Obtain costs for printing the extra copies | The framework supplier, other relevant suppliers | Decide on any storage and distribution services and procure these. | Budget holder; relevant suppliers | Confirm numbers of attendees and obtain revised costs if necessary. | Budget holder; relevant suppliers | Arrange for delivery of copies to launch event. Be aware that the content of the paper should not be made more widely available until it has been laid in Parliament | Authorise the alternative formats to be made available after the main paper is published | Evaluate the work of suppliers and the cost of providing alternative formats |

| Accessibility, translations and alternative formats | Action | Where to obtain guidance | Action | Where to obtain guidance | Action | Where to obtain guidance | Action | Where to obtain guidance | Action | Where to obtain guidance | Action | Where to obtain guidance | |-------------------------------------------------|--------|--------------------------|--------|--------------------------|--------|--------------------------|--------|--------------------------|--------|--------------------------|--------|--------------------------| | Check the need for alternative formats, e.g. Welsh or other translation, Braille, Easy Read etc. | Publishing unit; communications team; the framework supplier | Obtain estimates for any alternative formats | Publishing unit; communications team; framework supplier and other relevant suppliers | Decide on alternative formats and procure these | Publishing unit; communications team; the budget holder; framework supplier and other relevant suppliers | Supply a brief, text and any images. Check proofs. Sign off the final version | Publishing unit; the budget holder; relevant suppliers | Authorise the alternative formats to be made available after the main paper is published | Evaluate the work of suppliers and the cost of providing alternative formats |

| Mailings to own stakeholders (not Members of Parliament) | Action | Where to obtain guidance | Action | Where to obtain guidance | Action | Where to obtain guidance | Action | Where to obtain guidance | Action | Where to obtain guidance | Action | Where to obtain guidance | |--------------------------------------------------------|--------|--------------------------|--------|--------------------------|--------|--------------------------|--------|--------------------------|--------|--------------------------|--------|--------------------------| | Agree whether and how many copies need to be mailed out, e.g. with covering letter, when and how. It is best practice to email stakeholders a link to the paper online rather than producing hard copies to send out. | Communications team | Obtain estimates for any storage and distribution charges. | Communications team; relevant suppliers | Decide on any storage and distribution services and procure these. | Publishing unit; the budget holder; relevant suppliers | Re-check mailing details and obtain revised costs if necessary. Supply a brief and any covering letter, mailing list etc. | Publishing unit; the budget holder; relevant suppliers | Authorise copies to stakeholders to be mailed out, with enclosures as specified | Evaluate the process and cost of mailing out copies |